AWARD
Q -- MRI / MRA SERVICES
- Notice Date
- 9/29/2010
- Notice Type
- Award Notice
- NAICS
- 621512
— Diagnostic Imaging Centers
- Contracting Office
- Department of Veterans Affairs;VAMC;1400 Blackhorse Hill RD;Coatesville PA 19320
- ZIP Code
- 19320
- Solicitation Number
- VA24410RQ0258
- Response Due
- 9/10/2010
- Archive Date
- 11/6/2010
- Point of Contact
- Andrea Aultman-Smith
- E-Mail Address
-
ct
- Small Business Set-Aside
- N/A
- Award Number
- VA244-P-1565
- Award Date
- 9/29/2010
- Awardee
- CORRECTIONAL DIAGNOSTIC IMAGING, INC.;727 S BROAD ST FL 2;LITITZ;PA;175432808
- Award Amount
- 288,000.00
- Description
- SCHEDULE OF SUPPLIES / SERVICES A.1 SCOPE A.1.1 Description of Service/Work Statement The contractor shall be responsible for providing all labor and equipment necessary to provide a state-of-the-art mobile magnetic resonance imaging (MRI) and magnetic resonance angiography (MRA) at the location stated herein. Contractor must be able to provide digital images as required by the Coatesville VA Medical Center. At a minimum a 1.5 Tesla magnet is required. Contractor will be responsible for monitoring the number of MRI/MRA scans performed and guaranteeing billing is in accordance with the correct pricing where performing services. A.1.2 Contractor's Personnel The contractor shall provide sufficient personnel who meet all requirements herein and who can be relied upon to perform in strict accordance with the contract. A.1.3 Duty Hours The contractor shall provide availability of services for not-less than one day per week for a period of (8) hours, or as needed, excluding Federal Holidays. Contractor will be responsible for coordinating acceptable days of the week and time periods for services at Coatesville VA Medical Center. The Contracting Officer will decide scheduling conflicts that cannot be resolved. The decision of the Contracting Officer will be final in accordance with the disputes provision of this contract. The schedule cannot be modified by the contractor without agreement of the Radiology Supervisor. Additional visits may be arranged at the prices established at a date and time acceptable to both the contractor and Coatesville VA Medical Center. Contractor shall confirm the scheduled examinations, including additional visits, by contacting the Contracting Officer's Technical Representative (COTR) one (1) working day prior to the date of services. Failure to verify scheduled services will not obligate Coatesville VA Medical Center for payment, if services were not required. A.1.4 Quality Assessment and Improvement The Government may evaluate the quality of professional and administrative services provided, but retains no control over the medical, professional aspects of services rendered (e.g., professional judgments, diagnosis for specific medical treatment), in accordance with Federal Acquisition Regulation (FAR) 37.401(b). The contractor shall have a written quality assurance plan which includes the following: 1) providing documentation that a quality control program is designed and implemented that minimizes patient and public risks and maximizes the quality of services. 2) assuring that a qualified physician, or other qualified individual monitors the provision of services. The contractor's Quality Assurance Plan shall be reviewed by the VA Medical Center. Any deficiencies shall be corrected within thirty (30) working days after written notification from the Contracting Officer to assure compliance with VA Quality Management Programs. The contractor agrees to comply with peer review, risk management, etc. activities. This data should be submitted quarterly to the A.O. to the Chief of Staff and COTR through the Office of the Chief of Staff. The contractor will work with the COTR and Performance Improvement staff to determine indicators for Joint Commission review that will reflect the quality of care being provided. The contractor must meet the VA standards for turn-around time for services. The contractor's facilities, methodologies (protocols), and quality assurance protocols must be provided to the representatives of the VA every six months (March & September) for the life of the contract. It will be reviewed by Coatesville VAMC's Quality Improvement office which reserves the right to require quality reports and action plans at any time during the life of the contract A.1.5 Services The contractor's on site professional staff agree to work in cooperation with and through the administrative staff who have responsibility for the Diagnostic Imaging Services. The contractor agrees to participate in appropriate mandated VA programs, including but not limited to annual safety training, annual disaster drills, hazardous material communication and training, fire drill training, and annual infection control training and review. The contractor agrees to provide input to Diagnostic Imaging as requested for development of budgets, performance improvement and quality assessment, infection control, disaster contingency plans, and preparation of professional memorandums and departmental policies. A.1.6 Description of Duties/Specific Tasks Contractor shall provide: a)The services of at least one (1) experienced MRI/MRA technologist and one tech aide to operate the unit. The MRI/MRA technologists shall be fully trained/qualified and AART registered at the time of contract award. The driver shall be licensed as applicable to operate and drive the mobile vehicle in which the unit is housed. Contractor employees shall be CPR certified and are authorized to perform CPR if necessary. Copies of all licenses, registrations, and certifications should be provided to the supervisory radiologic technologist at the onset of the contract and if/when renewed annually. b)A log of all VAMC patients receiving MRI/MRA scans. Such logs shall be available for inspection by duly authorized representatives of the VAMC upon delivery of reasonable notice to the unit personnel. Inspections shall be during normal working hours of the mobile unit while at the VAMC. a. Contractor agrees to a performance standard of a minimum of twelve (12) patients per day during a normal scanning day. Failure to meet these performance standards not caused by government will result in a two (2) percent (2%) reduction on the invoice for that day. b. All invoices for a given fiscal year (FY) must be submitted in a timely manner to assure invoices are paid within that FY. Invoices or corrections submitted after the close-out of a FY will be paid at a reduced rate. c)Ensure Informed Consents are obtained prior to performing applicable examinations that require IV contrast material. d)Screen each patient prior to performing MRI/MRA examinations. The screening process must be documented and provided to designated radiology staff during each visit. Any examinations that are unsafe to perform shall be immediately reported to the patient's physician and the designated radiology staff member before the patient leaves the MRI/MRA site. e)Contractor shall complete the MRI/MRA examination in digital format, with the ability to film exams, if need be. Interpretations of the examination(s) will be performed by Coatesville VAMC designated radiologists. Unsatisfactory or un-diagnosable MRI/MRA examinations shall be re-performed at the discretion of the Coatesville VAMC designated radiologist at no additional cost. a. Systems must be able to transfer images and data to multiple destinations including CVAMC PACS/Philips iSite system, VISTA Imaging and printers. Each location will have different IP addresses, subnet masks, VPN's etc. Contractor will establish network connectivity at each site in coordination with local IT staff. Verification of connectivity must be made prior to the start of patient procedures immediately following the award. f)Contractor shall provide Coatesville VAMC seven (7) day per week telephone access to mobile MRI/MRA personnel used in performance of this contract. g)Services provided by the Contractor shall be performed within the policies, procedures, and regulations of the medical staff by-laws of the Coatesville VAMC. The diagnostic radiology staff will provide direction for services provided under this contract. All requirements governing Age-Specific, Patient Rights, and Privacy are applicable. a. System protocols for each facility must be preserved and not deleted or overwritten at the next institution visited by the MR coach. Image data must be validated as received in the facility's PACS system(s) or on printers before the coach leaves the site each visit. h)Contractor shall remove the mobile unit from medical center premises after the scheduled cases have been completed for each visit unless otherwise agreed upon by Coatesville VAMC. i)Contractor shall be Joint Commission accredited or shall follow established Joint Commission guidelines as they pertain to mobile MRI/MRA operations. Quality assurance survey reports shall be provided to the Contracting Officer's Technical Representative (COTR) at least monthly consistent with Joint Commission and Coatesville VAMC recommendations. Adherence to Standard Precautions for Infection Control is essential, as is following Reusable Medical Equipment policies. The unit should also meet all American College of Radiology standards for mobile MRI/MRA units. j)Contractor shall meet safety requirements for MRI/MRA to include providing hazardous signs around the mobile unit, assisting with the MR Safety training of non-MR personnel, and making certain that there are no coach related trip/fall hazards accessible to foot or motorized traffic. k)Contractor will provide all equipment required to be MRI/MRA safe, such as physiological monitoring. Appropriate patient monitoring equipment shall be used on patients in accordance with hospital and industry standards of quality. 1) Contractor MRI/MRA Technologists will perform the contrast material injections in accordance with Coatesville VAMC and VA policies. m)Contractor shall maintain liability insurance in the amount of $1 Million dollars per occurrence, in accordance with VAAR Clause 852.237-7. Certification of Insurance (with original signature) must be provided to the Contracting Officer prior to commencement of contracted services. In addition, professional liability coverage is required for all contractor personnel involved in patient care under this contract. n)Neither the Contractor nor the Contractor's personnel shall in any way undertake the practice of medicine, render medical opinions, or services other than those services required to support the well being of the patient, or in any way deal with the patient other than to provide ancillary and technical services required for the operation of the unit and performance of the prescribed procedures. o)The Contractor is responsible for all transportation costs of the unit during the term of the lease, this would include initial transportation to the facility and set up costs and break down costs and transportation costs from the facility after the term of the lease. p)The Contractor is responsible for the maintenance of the unit, including RME cleaning and infection control measures. A.1.7 Equipment The following minimum performance characteristics of the equipment are required. a.Provide a full range of scan perimeters to meet all routine clinical demands, including variable fields of view (15-42cm), range of slice thickness (3-20mm) and multiple acquisition matrices (642 - 2562, in increments of 32), as well as a wide choice of clinically relevant TE's and TR's. Sequence intervals: TR 10-3000 nsec; TE 12-150 nsec; TI 60-1200 nsec. b.Provide multiple image display capable of displaying up to 25 images on one screen with window and level settings controlled independently. Provide magnification from 1 to 5.0 for clarification of the fine details of anatomy and pat9ology with a roaming zoom feature, automatic window and level adjustments for quick review of images and cine' display. c. Magnet shall be superconducting with a magnetic strength of 1.5 Tesla or greater. d. Magnet shall be self-shielded. e. Magnet shall demonstrate minimum field homogeneity of: i. ±0.25 ppm for 20 centimeter DSV ii. ±1.0 ppm for 30 centimeter DSV iii. ±5.0 ppm for 50 centimeter DSV f. Gradient field strength of system shall be 0.85 gauss/centimeter or better. g. Coils: Contractor shall have appropriate Head, Spine, Body and Extremity (upper & lower) necessary for high quality routine MR Imaging. h. System shall be capable of off-center imaging in both phase and frequency directions. i. The five (5) gauss fringe shield shall be contained within the trailer of the unit. j. Power: i.The mobile unit shall be equipped with a five (5) prong plug or supply adapter to the five (5) prong receptacle. Contractor will be required to make whatever adaptations that are necessary so that its electrical power source is compatible with the medical center's electric service. ii.Power cable shall be of sufficient length to reach the power connection. k. Shall provide state-of-the-art whole-body optimum comfort, convenience and efficiency. Shall be ready for use regardless of outside environmental conditions. 1. Maintain a temperature to assure proper operation of the scanner without frequent calibration and provide for patient comfort. m.Have automatic electric or hydraulic lift of sufficient size to accommodate one stretcher. n.Meet all federal, state and local fire and safety requirements. o.Telecommunications: The mobile unit shall be equipped with an outlet connection capable of transmitting data and voice through a Government provided category 5 cable. Contractor will be required to make whatever adaptations are necessary so that its electrical power source is compatible with the medical center's electric service. The equipment for the transmission of images, data and voice will be provided by the Government. The Contractor's mobile unit must be able to connect to VISTA Imaging Network and to transmit all images to VISTA Imaging to include being compatible to Diacom 3 imaging standards. p.The system should be able to perform MRI, MRA and quality abdominal MRI. In addition to the technical requirements above, the following service shall be provided: a.Ramp time must not interfere with the regular scheduling of patients for exams. b.Contractor shall, at its sole cost and expense, be responsible for the maintenance of the unit and the operation of the scanning systems. i.Provide 30 minute telephone response time. ii.Provide two (2) hour on-site response time if repairs are not possible by telephone. iii.Provide readily available parts to service personnel. VAMC RESPONSIBILITES: 1. Coatesville VAMC shall: a.Retain full medical responsibility for its patients and their attendance at their unit during the scanning procedure. The Contractor is only providing the use of the MRI/MRA scanner, equipment ancillary thereto, and personnel necessary to operate such equipment. b.Be responsible for scheduling and registering patients in VISTA. c.Insure each patient arriving at the mobile unit has an approved order to receive MRI/MRA scan, and such other forms or information. d.Maintain a Quality Improvement program that routinely reviews the imaging quality and interpretation accuracy of the examinations. Reviews will be done in the routine VISN 4 Peer Review Process. 2. Coatesville VAMC will provide the following services, supplies and facilities: a.All necessary medical supplies including contrast media and film, as may from time to time be required by the unit to perform the scans. All images shall be stored at Coatesville VAMC. b.Adequate site with electrical power for operation of the mobile unit. c.Home Base parking at no cost to the Government. VAMC will not assume responsibility for loss or damage to Contractor's property. d.Use of telephone extension while mobile unit is on site in order to permit personnel of the unit to make and receive telephone calls, and to facilitate the movement of patients to and from the unit. Telephone calls placed and received by the personnel of the unit on the extension shall be restricted to the appropriate free dialing areas and long distance without charge to the VAMC. e.All medical facilities, personnel and physicians required to provide patients with such emergency medical care as may be required, including oxygen, aspirator, and defibrillator when deemed necessary. f.Provide the appropriate electrical hook-up/outlet, capable of effectively operating the MRI equipment. This should meet the following needs. Power is 480 volts, 3 phase, 5 wire, Y configuration with a clockwise rotation. A.1.8 Value Added Incentives The contractor is encouraged to offer a spectrum of value added incentives. Such incentives may include customer and professional service programs and new innovations, which assist the VA with usage of the contractor products/services in the most cost efficient manner. In its offer, the contractor may suggest other incentives not listed, and if accepted by the VA, these incentives will be included in the resultant agreement. Consider the following examples: a.The presentation of technology updates seminars or teleconferences. b.The sharing of a diagnostic imaging service manual outlining patient preparation for procedures, procedural requirements, etc. A.1.9 Product Add-Ons The contractor may propose new products to be added to the agreement over the course of the agreement performance. These products must be directly related to the product line award on this agreement. An agreement modification must be executed adding these new products to the contracted schedule of items before the contractor can provide these products to the VA. A.1.10 Administrative Elements The contractor shall submit monthly invoices for services rendered no later than thirty (30) calendar days following the close of the month in which the procedure was reported. The invoice shall be by category or type of study, and display chronologically (by date of the procedure) the patient name, social security number, and a detailed list of the procedure (s) performed on each patient (including the CPT codes and unit cost for each procedure) as well as the total units and total procedure costs. The contractor shall not charge the VA for repetitive procedures performed by and at the request of the contractor to verify questionable initial results due to technical problems. A.1.11 Liability The contractor agrees to provide liability and malpractice insurance in the provision of on site professional services. In the event of litigation/investigation of a claim of liability or malpractice, the contractor and/or the contractor's personnel shall cooperate fully with the Government authorities and designated officials in the investigation of the claim or preparation for litigation. Contractor shall maintain liability insurance in the amount of $1 Million dollars per occurrence, in accordance with VAAR Clause 852.237-7. Certification of Insurance (with original signature) must be provided to the Contracting Officer prior to commencement of contracted services. In addition, professional liability coverage is required for all contractor personnel involved in patient care under this contract. A.1.12 Coatesville VAMC Radiology Workload Report, Fiscal Year 2009 (October 08 to September 09): MRI683 Total Examinations683 A.1.13 PERFORMANCE Contractor shall perform the requirements of the contract in the following manner: a.The services to be performed by the Contractor will be performed within the VA policies and procedures and regulations of the medical staff by-laws of the VAMC facility. b.The services to be performed by the Contractor will be under the direction of the Chief of Staff at CVAMC. A.1.14 QUALIFICATIONS Personnel assigned by the Contractor to perform the services covered by this contract shall be licensed in a State, Territory or Commonwealth of the United States or the District of Columbia. The qualifications are subject to review by the VAMC Chief of Staff and approval by the Facility Director. a.Contract personnel must comply with all rule and regulations set forth in the Medical Staff Bylaws. b.The contractor must be licensed/accredited by Joint Commission, the Nuclear Regulatory Commission, Medicare and other state regulatory agencies as mandated by federal and state statues. Copies of all relevant permits/licenses and certifications inclusive of any sanctions current or pending throughout the United States of America must be supplied to the VA. These documents must be updated immediately by providing current certificates as they become available throughout the life of the agreement. c.The contractor shall provide the professional staff to meet the accreditation requirements for MRI/MRA programs. A.1.15 EVALUATION FACTORS Awards shall be made to the offeror whose proposal is most advantageous to the Government, this based upon all of the above noted factors being considered. The following factors, in order of importance, will be used in evaluating offers. Award will be based upon the highest point score. Offerors are reminded to address each of these factors in detail. To ensure proper consideration and evaluation of your proposal, you are advised to fully outline your intent to meet or exceed the requirements of the contract. 1. Qualifications: a.Meet or exceed federal and state regulations for safety and other licensing requirements. (provide evidence for services rendered off station). b.Provide a program of Quality Assurance to meet Joint Commission standards/monitor criteria both in the VAMC and at institutions services by the offeror. c.Availability. d.Cost.
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